Organization of a dog dance tournament

According to www.dogdance.info

Are you thinking about organizing a tournament according to the DDI rules? Great, then we have some information and help for you here. Below you will find some information to make organizing a tournament easier for you. They are based on the experiences of various tournament organizers.
If you have any suggestions or ideas yourself or have noticed any missing points, we are always happy to receive feedback. This is the only way we can continually improve and supplement this manual!

Disclaimer

This organization manual is an information brochure from the Dogdance International e.V. association and is intended to make the organization of fun and official Dogdance tournaments easier.

At no time does a contract arise between Dogdance International e.V. and the respective tournament organizer. Likewise, the Dogdance International e.V. association cannot be held legally liable in the event of the cancellation of the tournament, the absence of a judge or other problems.
Booking the judges and conducting the event is at your own risk.
The organizer is always authorized to issue instructions regarding security issues at the tournament location. The judges can refuse to take up their duties if there are obvious security deficiencies.

Considerations in advance

Choice of tournament

Think about what your tournament should look like.
1 or 2 days, just fun or also official classes. If you offer official classes, you can choose whether you offer only freestyle, only HTM, or both.

• Fun tournament
• Official tournament (without radio classes)
• Mixed tournament (fun and official classes)
  Tip: It‘s better to start small, gain your first experiences and grow bigger if you‘re successful

Fun tournament

• The organizer can, but does not have to, offer all radio classes listed in the regulations
  (Fun FS, Fun HTM, Training, Quartet, Trio, Fun FS Seniors, Fun HTM Seniors, Lucky Dip)
• The list of radio classes is not exhaustive; the organizer may offer additional radio classes. You can discuss this with the board, even if you want to award special prizes etc
• All radio classes must be clearly defined on the tender

Official tournament

• The organizer must offer all official classes, depending on the package chosen (see current regulations). Only trio and quartet can be officially offered voluntarily; all other official classes are mandatory
• The organizer must advertise all official classes
• The list of official classes is final.

More

• Duration of the tournament? 1 or 2 days, approximate number of starters
• How many starts do you plan per day or do you have to plan so that you can manage financially?
• How much should a start cost? Do you offer volume discounts?
• If there are more than 20 starters in an official class, the class must be divided into two groups and scored separately
• Create an approximate schedule to determine the number of judges needed.

Find a suitable venue

Square/Hall

• Space for a sufficiently large ring with an opaque border
• Space for judges‘ table outside the dance floor
• Preparation ring or preparation area for the starting teams
• Enough space for spectators
• Accommodation options for the dogs
• Cloakrooms, toilets etc.
• Parking options, dog walks

Ring size

• For official classes, the aim is for a dance floor of 12 x 15 meters or larger
• For radio classes the ring can also be smaller (8×10)
• For international national championships, a dance floor of 12 x 15 meters or larger is required
• For European or World Championships, a dance floor of 16 x 20 meters or larger is required
• If you have conditions at trade fairs that only allow a special size of ring, speak to the board. There is a solution for everything

This is what your tournament should be equipped with

• If possible, dog-friendly and non-slip floor covering (indoor e.g. carpet, sports floor, outdoor e.g. lawn, sand court)
• Opaque band
• Preparation ring/preparation area
• Music system
• Microphones (ideally at least one for the speaker and one for the judges)
• Computer, (printer)
• Judges‘ tables and chairs
• For outdoor events: rain/sun protection for music & judges
• Enough helpers

Create a budget

It is important to create a good budget plan. The biggest items in a tournament are the judges and in many cases the hall/court rental. Look for judges in your immediate area. You can find a list of all active judges on the DDI homepage.
There is definitely potential for savings on many other items if you are a bit creative and perhaps want to make your own (trophies, etc.).

Expenditure

• Hall or space rental
• Judge – travel costs and meals, overnight stay (see regulations)
• Possibly rent a music system
• Trophies, ribbons, certificates (not to be underestimated, but you can save especially on ribbons if there is only 1 ribbon per starter and not one ribbon for each start)
• Insurance
• Music fees
• Office supplies
• flooring, banners, etc

Revenue

• Entry fees
• Sponsors, you can be creative. Find local sponsors to support your tournament

Book a judge

Three judges are required for each official class except:

• If there are fewer than 20 official starts, 2 judges are enough
  For one-day and multi-day fun tournaments with up to 40 starters, 2 judges are required. If there are more starters, the main judge must be consulted to determine the required number of judges.
  For a tournament with up to and including 20 starters in the official classes and fewer than 40 starts in total, the organizer can also organize the tournament with only 2 judges. Of course, more judges are always a good thing.
• Judges from other organizations may be invited if they have sufficient judging experience and are briefed in detail by an official judge before the tournament. However, at least 1 official judge (see list of official judges on dogdance.info) must always be present
• At all qualification tournaments, 4 judges in class 3 (HTM and FS) are mandatory.
  At all title competitions and national championships, 3 judges in class 3 (HTM and FS) are mandatory.
• The choice of judges for title competitions is made by the organizer and submitted to the Dogdance International e. V. submitted for approval
• Guest judges must be approved in advance by the judging panel.
• Judges receive a travel allowance of 0.30/kilometer as well as accommodation and meals. Either via a flat rate (see regulations) or you make everything available to you or offer it
• After 20 dances the judge must be allowed a break

So you‘ve found a venue, thought about what kind of tournament you want to offer, drawn up a cost plan and asked for judges.
– You should now report your tournament to the responsible public order office and veterinary office. Be as specific and detailed as possible. The better the authorities are informed, the fewer inquiries there will be.
Some landlords (especially of larger halls and squares) will do this for you, so just listen.
Now it‘s time to advertise and publish.

Tender

These points should be visible on every tender

• Organizer contact details
• Venue
• Ring size & floor covering
• Booked judges
• Chief judge, if already known
• Radio classes: All radio classes offered with a clear description.
• Official classes, which package did you choose?
• If the Lucky Dip fun class is offered, it should be announced how and when the starter will receive their music
• If possible, publish the advertisement in both the national language and English so that starters from other countries can also understand the information.
• Cost per start
• Start of reporting

Publish the tournament on www.dogdance.info

• Register and log in as a new user on the dogdance.info homepage.
• If you already have a login, you can log in directly here.
• Under the Tournaments section – enter a new tournament or under My DDI
• Enter the required information (see above), all information on the advertisement should also be listed on the homepage.
• Finally click on Add event.
• The advertisement will then be checked by the administrator and webmaster in the following days and then activated.
  Warning: This may take a few days
• If the entry appears on the homepage under Appointments, changes to the entry can be made at any time after logging in with the selected user name.
• After entering the DDI calendar, you can advertise your tournament via Facebook and Instagram

Let‘s continue with the planning

• Organization of the ring border/limitation. This should, if possible, enclose the entire ring and be opaque. Ask your landlord whether there is a border on site
• Test flooring (if possible with dogs) or organize if necessary.
• Is there a music system on site or does this have to be organized elsewhere?
• On what medium can the music be brought or sent?
• Are there enough speakers in the music system?
• Are there microphones included with the music system?
• Where can the dogs be accommodated during the tournament?
• Are there cloakrooms and changing rooms for the starters?
• Where can a preparation ring be placed?
• Is the floor covering in the preparation ring the same as in the tournament ring?
• Parking options for starters, judges, spectators?
• Accommodation options on site/nearby? Ideally, create and make available a list of possible overnight accommodations where dogs are allowed
• Clarifying entry requirements and, if necessary, legal regulations in the individual federal states/cantons
• Opportunities for walking/cleaning the dogs on site
• Are there chairs, tables, toilets, etc. or do they need to be organized?
• Is there catering? Do you want to organize catering or will the starters cater for themselves?

Judges

• Make clear arrangements with the booked judges (arrival day, number of overnight stays, travel costs, etc.)
• Organize or book overnight stays for judges
• Inquiries as to whether judges also want to start with their own dogs
• Arrange the schedule with the main judge
• Have the judges assigned by the main judge
• Have the head judge arrange the shadow judges

Insurance/GEMA etc

• Register with GEMA (some landlords also do this)
• Event liability? Find out whether you need one
• Event account or your private account… think about whether you want to create your own account for the tournament or whether you offer PayPal

Registration/homepage, general preparatory work

• In the best case scenario, you have your own tournament homepage with all the important information
• It‘s best to create your own email account for your tournament
• How should reporting be done? By email or via the registration form on your homepage
• Create a registration confirmation, which you then send (you can find an idea for a registration confirmation below)
• A good practice is to let the starters specify how many loops they want. This saves you money and you don‘t have to throw away any leftover ribbons. One ribbon per start/per dog/per person, or generally only offers one ribbon per starter
• After reporting, you check the incoming payments up to your stated payment deadline
• You also control the sending of the music if you would like to have it sent in advance
• Consider whether you want to create a waiting list
• Think about what you will do if starters don‘t pay or don‘t send the music. Do you send out reminders or are you rigorous and give away starting places? B. to the waiting list, or assigns your own music
• Sponsoring – if you would like sponsorship, you should ask the companies about 4-5 months before the tournament
• Do you need bags? Folders for the fun feedback?
• Design ribbons and certificates
• think about what kind of trophies you want
• Do you need the DDI banner and roll ups. Get in touch with the board or maybe you know which organizer last had the banner. Have it sent to you
• Do you have a current ranking table for the official classes?

Helper

In general, the more helpers there are in advance and on site, the better. It is important to inform and prepare all helpers in detail. At least one, preferably two people must keep track of all tasks. Depending on the tournament, different helper positions are required; depending on this, one helper can also look after several areas.
To find helpers, you can ask for helpers directly when registering. Some tournaments give helpers a discount on the entry fee or let them be the first to register. This way you can reward the helpers a little for their efforts. Many pack small gift bags for the helpers. But this is not an obligation and is up to each organizer.

Helper or post on tournament day

• Reporting office
• DJ
• Speaker (DJ and speaker can also be put together)
• Ring steward, depending on the structure of the ring, you will need a ring steward for the entrance and the exit
• Ring cleaning between the radio classes and the official classes
• Office (entering the results into the scoring table for the official classes, as well as entering them into the license books, labeling certificates, etc.)
• Timekeeper in the official classes (tells the judges how much time they have to judge), but is not a must
• A girl for everything who keeps a complete overview is not wrong
• Depending on the parking situation, someone may have to instruct the starters in the morning
• In general: the more helpers, the better

You can send out a starting list from time to time and ask everyone to check whether all the information is correct. Normally there are always re-registrations or “oh, I reported wrong” emails. Most re-registrations usually occur in the week before the tournament. Set yourself a deadline, an office closing time, otherwise you‘ll change it an hour before the tournament.

By now you should have ordered ribbons and the trophies and certificates should be ready.

Shortly before the tournament

• Send final information email with start lists
• Pack bags with sponsorship, helper and/or judge gifts
• Fill out forms for the fun and official classes, pack a sufficient reserve if there is no printer on site
• Pre-sort music if it was sent in advance
• Ribbons, certificates, trophies – everything there?
• Create a helper plan
• See if the judge‘s plan fits
• Clarify any final questions with the landlords

On tournament day

 Fun

• Open the registration office (you can check the vaccination cards, but you don‘t have to. When registering, you can also state that the starters undertake to have had the necessary vaccinations on their dogs and to present the cards upon request)
• Display a fresh starter list
• Possibly collect starter information in seniors/handicap and training
• Assign and brief helpers
• have fun

Official

• Open the registration office, collect, check and classify license booklets

• Rest like fun

• have fun

Confirmation email – idea:

Dear xxxx

We look forward to your registration for the Dogdance tournament xxxxxxxx

We hereby confirm the following starting place(s).
1.
2.
3.

PAYMENT METHODS:
Please transfer the entry fee in the amount of xxx to the following account by xxxxxx:

Paulchen Panther

IBAN: DE 123456789123456      BIC: RUMMSBUMMS         Bank

Purpose: Your name, class, dog‘s name

Or via Paypal to info@Paulchenpanther.de

YOUR STARTING PLACES ARE ONLY SECURE WITH RECEIPT OF THE MONEY. PLEASE CONTROL YOUR MONEY OUTPUT.

MUSIC:

Please email us your music as an mp3 by xxxxx at the latest.
(Or please bring your music to the tournament on CD. Only your song can be on the CD)

Name your music like this:

Last name.Name.Dog name.Class.mp3

You can find a list of hotels on our homepage.

You will receive all further information shortly before the tournament. You can also find information and news on our website and Facebook page.

We are looking forward to a relaxed tournament.

Kind regards,

Paul Panther

Description helper post

Ring steward

• Is responsible for everything in and around the ring
• He knows the currently valid Dogdance regulations
• Should be briefed by the main judge
• Ensures compliance with the rules in and around the ring
• Send the teams into the ring when the judges clear the ring
• In the official classes, the ring steward must check whether the dog is in the ring after the dance begins. If the dog leaves the ring with one paw, this will result in disqualification and must be reported to the judges
• If requested by the starter, the ring steward will have the jackpot/toy ready for the dog
  Keeps leash/harness ready, takes them from the entrance to the exit if it is separate
• If there are starter bags, for example at the radio classes, these can be handed over by the ring steward, as well as the certificates and written feedback

Reporting office

• Collect the CD, label it clearly and sort it in starting order if the music was not sent in advance
  (Check vaccination certificate)
• Collect the license booklet (off. classes) and check it
• Distribute briefing notes
• Collect information sheets from the teams (training, seniors)

Office

• Update and display start lists
• Entering the bows in the scoring table at the official starts
• License booklets: Enter tournament, class, points, rank – check and sign by the main judge
• Get certificates ready for the official classes
• Create ranking list for award ceremony

Speaker/DJ

• Can be combined well
• Speaker announces who is allowed into the warm-up ring or into the ring – always in consultation with the judges; the speaker does not send a team into the ring without the judge‘s permission
• Information about the process, when is the break, announce the change of judges
• At trade fairs, for example, general information about dog dance, information about the starting teams
• The teams are announced neutrally and also farewell neutrally and non-judgmentally
• DJ checks the music lengths with the organizer
• If necessary, offer a sound check and then adjust the volume

General

• Before the official classes, the floor should be cleaned of leftover food, coarse lint or prop residue (snippets, leftover wool, etc.).
• The organizer must open the registration office at a time so that the judges can check the license booklets before the start of the respective official classes
• For the “Seniors and Handicap” class, the starters must fill out an information sheet so that the judges are informed about their age and/or handicap and can evaluate the team appropriately. This information sheet must be attached to the judges‘ score sheet, even if there is no handicap
• Dogs are not allowed at the judges‘ table, exceptions may be granted by the organizer with the consent of the judges if the dogs cannot be placed in a protected place/room
• Clapping and photography (with or without flash) cannot be prohibited in official classes
• Every team in the official classes must submit their license booklet when registering (also for the trio and quartet classes)
• Participants who are registered in an official class but arrived without a license booklet can only start in the radio classes!
• When registering, the organizer checks whether the teams are qualified for the respective classes
• After the tournament, the organizer enters the results of the official classes in the performance booklet and then gives them to the main judge / an official judge to check and sign. In the trio and quartet classes, the starter(s) can waive registration.
• Since no promotion points are distributed in the official classes 3, seniors/handicap, trio and quartet, a promotion point is not entered in the license booklet
• The license booklets will be given back to the starters at the ranking announcement
• The written instructions in the radio classes are distributed to the participants after the start or the tournament
• The individual evaluation sheets from the official classes will be retained by the organizer and will not be distributed to the participants
• The evaluation sheets will be given to the main judge at the end of the tournament
• Ranking lists with scores for the official classes will be posted or otherwise made available after the tournament
• In addition, the rankings are published on the homepage dogdance.info. To do this, send the rankings (ideally as a PDF) to the webmaster

There are many experienced organizers. Don‘t be afraid to talk to them, look for a tournament sponsor who you can ask all your questions and ideas. Of course you can always contact the board.
We welcome anyone who would like to host a tournament, whether it‘s one day of fun or two days with all official classes.
We are also always looking for organizers for various trade fairs in the Mein Hund trade fair series. Give it a try, it‘s incredibly fun, even if it‘s tiring at times. But it‘s also a great feeling to successfully compete in a tournament. Dare!